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DRAFT AGENDA Executive Committee Meeting Tuesday, November 21, 2017

9 a.m. to 11 a.m. Seminar Building # 297

Fort Worden

1. Review of DRAFT November Board Meeting Agenda

2. Review and approval of Executive Committee Minutes

3. 2018 Draft Board Schedule

4. Cash Flow Projection Report/September and October Financials

5. Budget Process

6. Leadership Retreat Outcomes

• Strategic Plan Outline

7. Council Action on Board Nominating Committee Recommendation

8. Board and Staff Discussion

AGENDA

Board of Directors Meeting

Fort Worden Public Development Authority

Wednesday, November 29, 2017 | 9 a.m. – 12 p.m.

Commons B, Fort Worden

Regular Board Meeting:

I. Call to Order

II. Roll Call & Staff Introductions ❖ Travis Martin, Night Security & Maintenance Tech ❖ Ray David, Maintenance Lead

III. Fort Worden Partners Report & Presentation by Goddard College or Peninsula College (to be

confirmed)

IV. Changes to the Agenda

V. Correspondence

❖ Letter re: Wi-Fi Improvements

❖ Executive Committee Minutes September 19th, 2017

VI. Consent Agenda

A. Review and approval of Board Meeting Minutes, September 27th, 2017

B. Board Member Nomination Process

VII. Review and Discussion of September and October Financials A. Staff Report B. Board Discussion

VIII. Partner Proposal – Gray Wolf

A. Staff Report B. Board Discussion Action: Motion to approve the Executive Director to enter into a partnership and lease agreement with Gray Wolf Ranch.

IX. Staff Report

A. Washington State Park Proposal B. Leadership Retreat C. Strategic Plan Update D. 2018 Budget Process E. KPTZ F. Washington State Capital Budget status

X. Public Comment

XI. Board Reports/Discussion

XII. Next Meetings

❖ Executive Committee Meeting, December 12, 2017 ❖ Holiday Reception Honoring Rodger Schmitt, December 12, 2017 ❖ Nora Porter Plaque Dedication December 18, 2017 ❖ PDA Staff and Board End of Season Gathering, December 18, 2017 ❖ PDA Board Meeting, December 20, 2017

XIII. Adjourn

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Minutes

Executive Committee Meeting

Fort Worden Public Development Authority (FWPDA)

Commons A, Fort Worden

Tuesday, July 18, 2017

9:00 a.m. to 11:00 a.m.

I. Call to Order: 9:01 a.m.

II. Roll Call

Board Members: Cindy Finnie (call in), Jeff Jackson, Gee Heckscher, Jane Kilburn, Norm Tonina;

Staff: Dave Robison, Diane Moody, Karolina Anderson;

Public: David Goldman

III. Review of Draft July Board Meeting Agenda

The committee reviewed the July board meeting agenda and discussed the following points:

❖ Resolution for Bank Accounts and Signers and segregation of duties

❖ Human Resources Contract: extending the contract in $10,000 increments

❖ Changing Executive Committee Meeting to August 22nd, from August 15th ❖ Adding a resolution to give the Executive Committee authority to approve the credit line

❖ Adding an update on Makers Square re: status of Historic Tax Credits review by National Park

Service

IV. New Initiatives

Tonina discussed the three-year planning process from a systems perspective. Moody noted that aggregate

revenues have more than doubled since the Fort Worden PDA was established. The committee discussed demand, gathering more data/surveys, strategies for increasing group business, diversifying revenue

streams, connecting to under-served customers and extending into new markets. Robison reiterated the

importance of framing results from a mission perspective and building national recognition and reputation. The committee also discussed focusing on customer satisfaction, further improving organizational climate,

increasing employee engagement, identifying our customers and how to best appeal to each group as well

as our local community. Other areas of focus include: bringing onboard more partners and quality assurance

strategies for food outlets. Members also discussed ensuring that new initiatives take economic realities into consideration.

V. Cash Flow Projection Report Moody reported on past due accounts receivables from one tenant partner. Robison reported that the

FWPDA charges interest on past due accounts. Moody reported that a $150,000 payment has been made

on the FWPDA credit line. The committee discussed a resolution for a new credit line and directed staff to add it as an agenda item to the next board meeting. Moody reported that June will come in ahead of budget,

but that food and beverage will be behind budget (noting that the budget gap is diminishing). Robison

reported that leisure bookings are 8% ahead of 2017 goal, partner bookings are 14.25% ahead of 2017 goal,

that third party bookings (i.e. Booking.com) increased $95,000 for the year but that group bookings are down $100,000 from anticipated 2017 budget. Robison stated that this market segment should gain ground

in the next couple of years with a sales and marketing director.

VI. Staffing Update

The committee discussed staffing transitions and training. Moody reported that a new assistant bookkeeper

has been hired, and that a new position has been created to assist with accounts receivable billing in sales. Robison reported that advertising and recruitment continues for a Sales and Marketing Director.

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VII. Minutes and Audio Transcripts of Board Meetings

The Committee discussed meeting minutes and determined that staff would continue to manually record minutes of the meetings and post them to the website including associated Power Point Presentations.

VIII. Feasibility Studies

Robison discussed progress on the following feasibility studies: glamping, NCO Row renovations and building 203. The committee discussed market research, an operating plan and pro forma. There was also

a discussion about targeting group business and creating a parallel marketing plan. Jackson suggested

sharing an overview of the feasibility process and ROI with the Board of Directors at the board meeting next week.

IX. HR Contract

Robison stated that Carolyn Pedersen has been working for the fort as an HR consultant developing standard operating procedures/job descriptions/training checklists, revising the employee handbook, and the

onboarding process. She has also been helping with interviews, recruitment, and supporting managers to

become stronger leaders. The HR contract extension proposal will be presented to the board at the July board meeting.

X. Committee Discussion

The committee discussed the following in its review of developing a framework for a three-year strategic

business plan:

❖ Labor, minimum wage increase, competitive analysis, regulatory cost increases and paid time off

❖ Researching potential new partners ❖ Developing loose strategic goals around for profit vs. non-profit businesses

❖ The need to attract sustainable, mature organizations

❖ How to better serve our community Expanding conferencing and group business, diversifying accommodations

❖ Packages and strategies for appealing to groups

❖ Offseason incentives and packages that offer discounts on meeting space ❖ Developing a robust IT system, improving customer experience and internal communications

❖ HR Strategy: Strengthening service levels, hiring experienced people, training and staff retention

❖ Professional development/opportunities to develop a progressive career, succession planning

❖ Mentoring of staff by board members ❖ Supporting the leadership team with training support and building competencies

❖ Recognizing staff and encouraging them to take time off

❖ Leveraging board members skills and experience on projects

XI. Adjourned: 11:41 a.m.

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Minutes



Seminar Building #297, Fort Worden

Wednesday, August 30, 2017

9:00 a.m. to 12:00 p.m.

MOTIONS:

❖ Motion APPROVED: Authorizing the Executive Director to amend to the building 202 management

agreement – extending the agreement to September 1, 2018

❖ Motion APPROVED: Extending Todd Gubler’s Consulting Contract by one week


II. Roll Call

Board Members: Cindy Finnie, Jeff Jackson, Gee Heckscher, Jane Kilburn, Norm Tonina;

Staff & Consultants: Dave Robison, Diane Moody, Karolina Anderson, Hannah Burns, Katie Oman, Megan Claflin

Public: David Goldman, John Schorr

III. Makers Square Update

Katie Oman presented a brief overview of the Makers Square project followed by a business plan update

and a preliminary ProForma. The board discussed details and provided feedback including business revenue

and expense allocations as well as staffing allocations and potential sources of startup capital. Dave Robison updated the committee on the status of the Building 305 Historic Tax Credit application - the design process

is still on hold after a letter was received from the National Park Service objecting to some of the Makers

Square design features (i.e. solar panels and skylights).

IV. Review of Draft Feasibility Studies

Hannah Burns reviewed a draft glamping feasibility study highlighting that glamping units are in high demand and that there are currently no other glamping sites on the Olympic Peninsula (see report for

details). The board discussed the study including permitting, accessibility, security and return on

investment. According to the feasibility study, initial loan to fund the Capital Investment is expected to be

paid off within 5 years. Robison stated that he has a verbal agreement with State Parks to increase the campus lease area to the North, to encompass the proposed glamping site. The Washington Conservation

Corps has been contracted to clear the brush and park out the sites.

V. Cash Flow Projection Report

Diane Moody presented the Cash Flow Report, noting that the PDA is in a better cash position than expected

for the month of August. This is due to stronger than planned leisure travel income and lighter personnel

costs than projected. If the partner payments come in as expected, the PDA will be in a stronger position than last year at this time. Moody also provided highlights of the July Revenue and Expense report. Net

revenue for the month of July was slightly ahead of budget, year-to-date revenue was also ahead of budget.

This is due to lodging revenues continuing to remain strong, slight reduction in staffing and personnel costs and curtailed spending on equipment, amenities and capital purchases.

VI. Focus for September Board Meeting The committee discussed adding the following agenda items to the September 27 board meeting:

❖ Makers Square Update

❖ Glamping Update

❖ Lease Amendments ❖ KPTZ Proposal

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VII. Committee Discussion

❖ The Committee discussed an amendment to the building 202 management agreement – authorizing the Executive Director to extend the agreement to September 1, 2018 and a motion

was made to approve.

o Motion to amend building 202 management agreement was unanimously APPROVED

❖ The Committee discussed extending the consulting contract for Todd Gubler from 8-2-17 to 8-8-17 and a motion was made to approve.

o Motion to extend consulting contract for Todd Gubler was unanimously APPROVED

❖ Dave Robison discussed the Housing Levy ballot measure which is intended to address lack of

affordable housing in Jefferson County. Background: The County Commissioners recently passed

a resolution declaring a housing crisis. Bruce Cowan, one of the authors of the Housing Levy, approached board and staff requesting public support. The committee discussed how lack of rental

and affordable housing affects the Fort’s ability to recruit and retain employees. The committee

discussed balancing social responsibility and concerns about a municipal entity making political

recommendations. Robison suggested that he and Tonina write a perspective/ Op Ed to the Leader regarding the challenge the Fort faces in recruiting and retaining employees with lack of rental and

affordable housing options. The committee agreed.

❖ The committee discussed complaints received by FWPDA staff, the City of Port Townsend and the

Port Townsend Leader concerning the upcoming Civil War Re-Enactment. The complaints were

regarding the noise made by the canons and the display of the Confederate flag. Robison noted that

as a public entity the FWPDA cannot discriminate against any group of people.

❖ Robison reviewed a draft RFP (request for proposals) for building 298 and discussed the proposed

process for recruiting new partners.

❖ Robison informed the Committee that he’s currently negotiating a contract for a 2018 event here at

Fort Worden and would like to bring it to the board meeting in September.

VIII. Adjourned: 12:00 p.m.

Minutes



Commons B, Building 210, Fort Worden

Tuesday, September 19, 2017

9:00 a.m. to 11:00 a.m.


II. Roll Call

Board Members: Cindy Finnie (by phone), Jeff Jackson, Gee Heckscher, Norm

Tonina

Staff: Dave Robison, Diane Moody, Karolina Anderson

III. DRAFT September Board Meeting Agenda

The Committee reviewed the draft September Board agenda and discussed the

proposed MOU with Port Townsend School District including the importance of

having tenants monitor electricity usage (i.e. turning heaters off at night) and

suggested that staff incorporate that in the PTSD MOU.

A resolution on the line of credit will be added to the agenda.

IV. August Cash Flow Projection Report

Diane Moody presented the August Cash Flow projection report noting that

Centrum submitted a check for $150,000.

V. Board and Staff Discussion

1. Glamping: Robison reported that members of the Washington Conservation

Corps have been undertaking minor clearing of glamping sites and that he and

Moody are meeting with lenders regarding financing. Staff will travel to

Lakedale Resort on Thursday to visit a glamping site. The Committee

discussed financing, tent varieties, bidding process, landscaping and the

bathhouse.

2. KPTZ: Robison and the Committee discussed the proposed MOU with KPTZ

and ways that the radio station complements and helps fulfill the mission and

vision of the Lifelong Learning Center at Fort Worden. Robison noted that the

basement of 305 is a soundproof area currently designed for digital arts or

audio arts and that potential partners would need to provide capital

investment, which is included in the MOU with KPTZ. Robison noted that the

benefit of lining up a partner at this early stage is that the use of the basement

would impact the design (as opposed to many of the other areas which are

intended to be more malleable with multiple uses and functions).

3. Makers Square RFP Process: The committee discussed the Makers Square

presentation and the structure & process for engaging new potential partners

for Makers Square building 305 – which will be posted on the website.

4. Board Nominating Process: The committee discussed the board nominating

process - recommendations need to go before the City Council before the end

of November. Four current board member terms are expiring including:

Harold Andersen, Jane Kilburn, Gee Heckscher and Lela Hilton. According to

the Charter the board can consist of no more than 11 and no fewer than 7

board members.

5. Spaces leased by partner organizations: The committee discussed

approaching Centrum and other partners with a spirit of collaboration, to craft

win-win solutions regarding building maintenance, improvements and capital

investments. Gee Heckscher will facilitate a building conditions assessment of

the SUD’s units leased by Centrum and an improvement list will be drafted.

VI. Adjourned: 11:01 a.m.

Fort Worden Public Development Authority Board of Directors and Executive Committee Meetings

January – December 2018

2018 Board of Directors Meetings

January 24 Location: TBD

February 28 Location: TBD

March 28 Location: TBD

April 25 Location: TBD

May 23 Location: TBD

June 27 Location: TBD

July 25 Location: TBD

August 29 Location: TBD

September 26 Location: TBD

October 24 Location: TBD

November 28 (Thanksgiving is Nov. 22) Location: TBD

December 19 (Christmas Day is Dec. 25) Location: TBD

2018 Executive Committee Meetings

*Tuesday one week prior to the Board Meeting

January 16 Location: TBD

February 20 Location: TBD

March 20 Location: TBD

April 17 Location: TBD

May 15 Location: TBD

June 19 Location: TBD

July 17 Location: TBD

August 21 Location: TBD

September 18 Location: TBD

October 16 Location: TBD

November 20 (Thanksgiving is Nov. 22) Location: TBD

December 11 (Christmas Day is Dec. 25) Location: TBD

Fort Worden Strategic Plan 2018-2021Strategic Goal: Create a National Destination for Lifelong Learning Opportunities

FORT WORDEN PRIORITIESPROVIDE A MEMORABLE AND

EXTRAORDINARY GUEST EXPERIENCE

ENSURE A SUSTAINABLE YEAR-ROUND

ECONOMY

PRESERVE AND REVITALIZE OUR

HISTORIC CAMPUS

INSPIRE LEADERS IN ENVIRONMENTAL

SUSTAINABILITY

DEVELOP AND NURTURE

PARTNERSHIPS FOR SUCCESS

3-Year Organizational Goals

Hospitality policies, programs and

services are consistently delivered with

exceptional customer service

satisfaction

Financial decision-making furthers

program and capital plan objectives

while embracing fiscally responsible

actions

Capital and leasehold improvements

protect historic resources while

improving campus facilities,

infrastructure and program

development

Sustainability is part of Fort Worden's

culture and informs all of our projects,

operations and decision making

Partnerships demonstrate campus

financial health and ensures excellence

in the delivery of core Lifelong Learning

Center programs and services

Key PDA Strategies (i.e.

capital & operational

investments)

Departmental Objectives

Employee Objectives

Governance Objectives

DIRECTOR’S RETREAT SUMMARY

November 8th, 2017

PDA Staff: Dave Robison, Diane Moody, Larry Sammons, Kristan McCary, Daniele Costello, Cody Griffith,

Karolina Anderson

Facilitator: Peter West

PDA CULTURE AND CLIMATE

2018 Fort Worden Themes: Culture Consistency Communication

Culture – Working Definition:

Attitudes – Behavior - Beliefs (Edgar Schine)

The team also defined culture as a learned, mutually agreed upon reality that is rooted in environmental

context. It is informed by and shaped through training, traditions and social norms.

Opportunity: Shaping a Cultural Shift

Goal: Engage in a process to better define and shape the culture of the Fort Worden PDA within the next

6-12 months

Some of the PDA culture is embedded in the history of Fort Worden and is also shaped by the physical

structures of this place. Therefore, the goal is not to change the culture but rather to shape it in a

beneficial direction.

Lifelong Learning: Re-Aligning to our Mission

Directors discussed the mission and vision of the Fort Worden PDA which centers around Life Long

Learning and our commitment to align our culture (attitudes, beliefs, and behavior) to the mission.

Hospitality services are in support of and in service to the Lifelong Learning Center mission.

The Fort and the 90-acre campus is a community – an ecosystem, and our role is to support this community.

Board Support of the Lifelong Learning Center Mission

The Board is essential to successfully shaping the organizational culture to align with the Lifelong

Learning Center mission. Ideally, board discussions would include lifelong learning. Staff will propose a

board retreat for January.

Other Cultural Goals:

To be a culture of accountability, autonomy and innovation; provide exceptional guest service and

becoming one of Jefferson Counties most desirable employers. Each department furthers employee

understanding of the Lifelong Learning Center mission and vision.

Consistency Quality Service Clear Expectations and Roles Standard Operating Procedures &

Processes Positivity Proactivity Systems & Structure Slowing down and asking questions

Effective Communication Making the Lifelong Learning Center mission visible throughout the property

Our Current Core Values / Guiding Principles: Accountability Teamwork Respect Pro-active

Accountable Learning Sustainable

STRENGTH FINDER TEAM REVIEW

Peter encouraged staff to focus on their strengths and applying those skills more places stating that

people gain more energy from focusing on their strengths – the leadership team reviewed Strength

Finder results and explored ways to leverage strengths on behalf of the organization.

THREE YEAR STRATEGIC PLAN OVERVIEW

Dave reviewed the following: 2016 Organizational Commitments; takeaways from Leadership Retreat at

McMinnimins; 2017 Strategic Goals; 2018 Strategic Goals (see attachment).

2018 ORGANIZATIONAL GOALS include: 1. Supporting the Lifelong Learning Center2. Maintaining financial sustainability3. Creating year-round Lifelong Learning Center opportunities that support year-round

employment at Fort Worden4. Becoming a leader in national sustainability5. Developing new partners

2018 PLANNING - Staff identified and reviewed the following: 1. 2018 top 5 departmental goals2. Key major initiatives that effect all departments3. Staffing and functions

2018 BUDGET – Staff Identified the following: 1. Preliminary revenue projections2. Staffing needs3. Major spends above standard operating expenses

Agenda Bill AB17-132

Meeting Date: November 20, 2017

Agenda Item: IX. A.

☒ Regular Business Meeting

☐ Workshop/Study Session

☐ Special Business Meeting

Submitted By: Deborah Stinson Date Submitted: November 15, 2016

Department: Mayor Contact Phone: 379-5047

SUBJECT: Appointment of Gee Heckscher (Position 5, term expires October 24, 2020), Jane Kilburn (Position 62, term expires October 24, 2020), Lela Hilton (Position 7, term expires October 24, 2020), Todd Hutton (Position 9, term expires October 24, 2018) and Harold Anderson (Position 11, term expires October 24, 2020) to the Fort Worden Lifelong Learning Center Public Development Authority Board

CATEGORY: BUDGET IMPACT:

☐ Consent ☐ Resolution Expenditure Amount: $

☐ Staff Report ☐ Ordinance Included in Budget? Yes ☐ No ☐

☐ Contract Approval ☒ Other: Appointment

☐ Public Hearing (Legislative, unless otherwise noted)

☐ 3-Year Strategic Plan: N/A

Cost Allocation Fund: 010-011 GF - Mayor & Council

SUMMARY STATEMENT: The Fort Worden Lifelong Center Public Development Authority Board Nominating Committee has recommended reappointment of Gee Heckscher, Jane Kilburn, Lela Hilton and Harold Anderson to positions on the PDA Board of Directors. If reappointed, each Board member would remain in their current positions, with terms expiring in three years. The Nominating Committee has also recommended appointment of Todd Hutton to vacant Position 9 with a term expiration date of October 24, 2018.

The process for recommending appointment of Board members is outlined in Article VII Section 1 of the PDA Charter:

The management of all Authority affairs shall reside in a Board of Directors. The Board shall be composed of not fewer than seven (7) and no more than eleven (11) members. The number of Board Members may be increased or decreased within that range from time to time by amendment of the Authority’s Bylaws, provided that no decrease in the number of Board members shall have the effect of shortening the term of any incumbent. Members of the Board shall be nominated, selected and appointed as provided in Chapter 2.84 of the Port Townsend Municipal Code. In the event of a vacancy, the Board shall advertise the vacancy in the Port Townsend community in a method determined to be necessary by the Board (which may include advertising in a paper of general circulation, posting the vacancy on the Authority’s website, and/or other communication), and solicit candidates for the position. The Board shall forward the names and qualifications to the Nominating Committee for the Committee’s

recommendation to the City Council. If the Council rejects a nomination and asks the Committee for a new recommendation, the Board may, if requested by the Committee, re-advertise for the vacancy. Members should have skills or experience relevant to the purposes of the Authority in such fields as finance, corporate management, real estate development, business planning, marketing and public relations, educational or cultural programming, hospitality and conference management, law, technology, or construction management. Members are not required to be residents of the City. No member of the Board of Directors may be an official or employee of the City nor hold any elected or appointed public office (City or otherwise) during his or her term on the Board. A member of the City Council may be appointed as a Council liaison to the Board, but shall not be considered a member of the Board. A representative of Washington State Parks may be appointed as a Park liaison to the Board, but shall not be considered a member of the board. ATTACHMENTS: Memo from the Fort Worden PDA Nominating Committee CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approve the appointment of Gee Heckscher, Jane Kilburn, Lela Hilton, Harold Anderson and Todd Hutton to the Fort Worden Lifelong Center Public Development Authority Board. ALTERNATIVES:

☒ Take No Action ☒ Refer to Committee ☐ Refer to Staff ☒ Postpone Action

☐ Remove from Consent Agenda ☐ Waive Council Rules and approve Ordinance ____

☐ Other:

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P O RT TOW N SE N D A HISTORIC GATHERING PLACE

DATE: November 13, 2017

TO: Mayor Deb Stinson and City Council Fort Worden PDA Board of Directors

FROM: Fort Worden Nominating Committee—Mayor Deb Stinson, Norm Tonina, Jane Kilburn, Joyce Francis, Brian Hageman, Kevin Alexander, Dave Robison

RE: Fort Worden PDA Board Member Nominations

Background

The Fort Worden Public Development Authority (PDA) is currently managed by a ten-person board of directors (the “Board”). In October, four Board members’ terms expired— Jane Kilburn, Gee Heckscher, Harold Andersen and Lela Hilton. In addition, Kate Dean vacated her position in January after being elected County Commissioner – leaving five open board positions.

In February 2016, the City Council amended the PDA’s charter to establish a Nominating Committee (“Committee”) to solicit candidates and interview potential PDA board members. Committee members are directed to review the candidates and rank them based on skill level, experience and other qualifications. The Committee makes a recommendation to the Council.

The Nominating Committee is comprised of the Port Townsend Mayor (Deb Stinson), PDA Board Chair (Norm Tonina), PDA Board Secretary (Jane Kilburn), PDA Executive Director (Dave Robison), Fort Worden Partner Representative (Kevin Alexander, Coast Artillery Museum), Chair of the Fort Worden Advisory Committee (Joyce Francis) and the Fort Worden Park Manager (Brian Hageman).

Board Member Recruitment

The PDA advertised the board vacancies for two weeks in the Port Townsend and Jefferson County Leader (October 4th & October 18th, 2017). Staff and board also discussed the vacancies at its September board meeting and other Fort Worden public meetings. Four of the PDA board members whose terms expired expressed

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interest in being considered for reappointment by the Committee. The PDA received 6 board member candidate applications from the following interested candidates:

• Lela Hilton

• Jane Kilburn

• Gee Heckscher

• Harold Andersen

• Terry Umbreit

• Todd Hutton Nominating Committee Recommendation After interviews of the six candidates, the Nominating Committee unanimously recommends to the City Council the following five candidates be offered positions on the Board:

1. Jane Kilburn

• Jane Kilburn is Secretary of the PDA Board and has been a board member since 2015. As a board member, Jane facilitated development of the 2017 strategic plan for marketing. In addition, she has worked with staff to revise and ensure thorough and accurate minutes, contributing to the organization’s transparency. She brings experience in staff development and leadership, international tourism development, communications and marketing. Jane is a former director at the Port of Seattle and brings extensive public agency experience to the Board. She is committed to the vision of a Lifelong Learning Center at Fort Worden and is actively engaged with partner organizations, including launching a collaborative marketing initiative with Port Townsend School of the Arts - “A Girlfriends Weekend”.

2. Gee Heckscher

• Gee Heckscher is a founding member and current Vice Chair of the PDA Board. He has extensive professional experience as an architect, consultant and general contractor specializing in historic preservation. Gee’s commitment to Fort Worden and the Lifelong Learning Center is evidenced by his active and engaged support of PDA capital projects and Fort Worden Partner organizations – he was a founding member of the Port Townsend School of Woodworking. Gee works closely with staff on a weekly basis and helps develop construction budgets and conduct building assessments.

3. Lela Hilton

• Lela Hilton has served on the PDA Board of Directors since 2011. She is an educator who is currently the National Director for the Clemente Course in the Humanities for low income adults and the founder of the Jefferson County Clemente Course. She has experience in project development, marketing, sustainable food systems, community networking, partnership building, grant writing/fundraising and non-profit management. She works to support an increasingly vibrant Lifelong Learning Center through partner development, building relationships with the local community and increasing program access by marginalized citizens.

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4. Harold Andersen

• Harold Andersen has been a PDA board member for two years and has over 40 years of experience as a civil engineer. His skills and experience include design and construction as well as project planning – he applied his experience and skills in in helping plan the sewer and water systems for the Glamping Project as well as the Lighthouse feasibility study. Harold wants to continue lending his expertise to future projects, including Makers Square and reviewing sewer and water improvements that are proposed by Washington State Parks for the 2018-2020 biennium.

5. Todd Hutton

• Todd Hutton served as President of Utica College for 18 years and has extensive academic and leadership experience, which he is committed to leveraging in support of the mission of the Lifelong Learning Center at Fort Worden. Todd was actively involved in the development of the Lifelong Learning Center vision in 2007-2009 and recently retired in the community of Port Townsend. He brings experience in strategic planning, economic development, social entrepreneurship, board development and nonprofits. He intends to support the board’s fiduciary responsibility and be involved in new and existing partnerships to advance the Lifelong Learning Center mission.

Attachment The Interview Packet that was provided to the Nominating Committee is attached. It includes:

• Board Member Interview Schedule

• Interview Questions

• Current Board Member Skills Matrix

• Board Member Job Description

• Board Member Letters of Interest and Resumes

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Fort Worden PDA Board Nominating Committee

Fort Worden Seminar Building #298

Monday, November 6th, 2017

Board Nominating Committee Members: Deborah Stinson (Mayor, City of Port Townsend), Dave

Robison (PDA Executive Director), Norm Tonina (PDA Board Chair), Jane Kilburn (PDA Board Secretary),

Joyce Francis (Fort Worden Advisory Committee), Brian Hageman (State Parks Area Manager), Kevin

Alexander (Partner Representative, Coast Artillery Museum)

Interview Schedule:

12:00 p.m. Jane Kilburn

12:30 p.m. Lela Hilton

1:00 p.m. Harold Andersen

1:30 p.m. Gee Heckscher

2:00 p.m. Todd Hutton

2:30 p.m. Terry Umbreit

3:00 p.m. Deliberations & Recommendations

4:00 p.m. Adjourn

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2017 PDA Board Nominating Committee Interview Questions

1. Why are you interested in continuing to serve on the Fort Worden Lifelong Learning Center Public

Development Authority Board of Directors? (Mayor Stinson)

2. During your involvement on the PDA Board, how do you think the board has advanced the mission of the

Fort Worden PDA? (Norm Tonina)

3. What boards or committees do you currently serve on or have you served on in the past 5 years? How has

this community service helped you contribute to the Fort Worden PDA? (Joyce Francis)

4. What skills and experience do you bring to the Fort Worden PDA Board of Directors? As a PDA Board

member, how have you contributed to the success of the PDA and its efforts at Fort Worden? (Kevin

Alexander)

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5. As a continuing board member, how do you think you could contribute to the Fort Worden Lifelong

Learning Center over the next three years? (Brian Hageman)

6. What do you think is the greatest challenge facing the PDA? (Dave Robison)

7. What do you think is the PDA’s greatest opportunity? (Jane Kilburn/Norm Tonina)

8. Do you have any questions that you would like to ask us? (Mayor Stinson)

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Board Skills and Interests

Skills & Experience Norm T

onina

Gee Heck

scher

Jeff

Jack

son

Jane K

ilburn

Cindy F

innie

Bill B

row

n

Lela

Hilt

on

Bill Ja

mes

Herb C

ook

Harold

Anders

en

Terry U

mbre

it*

Todd Hutto

n*

Financial/Accounting X X X X X X

Marketing/Sales X X X X

Business Planning X X X X X X

A/E and Construction Management X X X

Program Development - arts, wellness,

woodworking, culinary, science, natural

history, education

X X X X X X X

Historic Preservation X

Hospitality Services X X X X

Real Estate Development X X X X

Strategic Planning X X X X X X

Property Management X X X X

State & Federal Relations X X X

Fund Development X X X X

Restaurant Management X

Equity & Diversity X X

Higher Education X X X X

*New Board Member Candidates

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Fort Worden Lifelong Learning Center

Public Development Authority (FWPDA)

FWPDA Board of Directors Job Description and Expectations

Job Description Summary:

The FWPDA Board of Directors sets policy for the organization; ensures that it is operated in a

legal, ethical, open and professional manner; and oversees its operation. Collectively, the Board

has direct authority over the executive director, who implements the policies, programs, projects

and funding plans approved by the Board. Board members acknowledge that they are “agents”

of the City of Port Townsend and must comply with the Open Public Meetings Act when

conducting business regarding the Public Development Authority. In addition, Board members

are governed by the Charter establishing the FWPDA (City of Port Townsend Ordinance No.

3018, September 8, 2009) and any subsequent amendments to the Charter, resolutions or inter-

local agreements between the City of Port Townsend and the FWPDA.

Serving on the Board is part of a community changing process, which involves learning,

empowerment, and involvement on the part of all Board members. Board members serve three-

year staggered terms beginning in October 2011. The Board will consist of seven to nine

members to govern the affairs of the FWPDA.

The Board meets on a monthly basis. The regular meeting date, time, and place will be approved

by resolution at the board’s first meeting. The annual meeting will be held in April.

Board Member Responsibilities**:

• Provide organizational leadership and advisement.

• Develop and create policies and oversight procedures.

• Oversee financial management, including adoption and oversight of annual budget.

• Identify project priorities, program planning efforts and evaluation mechanisms.

• Be informed about the organization's mission, services, policies and programs.

• Act as an advocate and good-will ambassador for the FWPDA.

• Use sound judgment in weighing facts and issues for decision making.

• Recognize conflicts of interest between the position as a board member and one’s

personal and professional life. Declare any conflicts before the board and refrain from

voting on matters in which there is an appearance of conflict.

• Observe and comply with the Open Public Meetings Act and display courteous conduct

in all board and committee meetings.

• Make decisions on legal issues based on review and clear understanding of advice from

counsel.

** Members of the board share these responsibilities while acting in the interest of the City of

Port Townsend and Fort Worden State Park. Each member is expected to make

recommendations based on his or her experience and understanding of what furthers the public

interest.

Page 8 of 46

Expectations of Board Members:

• Attend and participate in Board and committee meetings and special functions.

• Review agenda and supporting materials prior to Board and committee meetings.

• Assist the Board in carrying out its fiduciary responsibilities.

• Serve on committees or task forces and offer to take on special assignments as necessary.

• Be alert to community concerns that can be addressed by the PDA’s mission, objectives,

projects and programs.

• Help communicate and promote the mission and objectives of the organization to the

community.

• Support in a positive manner all actions taken by the board as a whole even when in a

minority position on such actions.

• Establish and oversee implementation of policy by the executive director and staff.

• Refrain from intruding into day-to-day administrative or operational issues.

• If unable to carry out the above responsibilities and expectations, resign the position on

the board of directors.

Board Member Qualifications/Selection Criteria:

• A passion for Fort Worden State Park, with an understanding of many of the economic

challenges facing the sustainability of the Park.

• Support for the FWPDA’s role in the Park as well as the City’s involvement and

oversight of the FWPDA.

• Ability to work as a member of a team.

• Willingness to volunteer personal and professional expertise and experience without

financial reward.

• Interest level and time availability.

• Political clout and community influence.

• Specialized skills (e.g., real estate development, construction or project management,

financial management, marketing, food & beverages, programming, hospitality and

conference management, etc.)

As a board member, I understand that:

• Special or unscheduled meetings may be called on occasion.

• It is my responsibility to contact the Board President if I cannot attend a meeting.

• I agree to accept the responsibilities and expectations for serving on the FWPDA Board

of Directors.

______________________________________ ______________________

Signature Date

Page 9 of 46

MEMO

DATE: November 15, 2017

TO: Fort Worden PDA Board

FROM: Dave Robison, Executive Director

RE: KPTZ Proposal

At the September board meeting, several concerns were raised as to whether the renovated basement of Building 305 as a new arts and education center was the best location for KPTZ to move into as a new tenant at Fort Worden. The Board directed staff to evaluate and assess other buildings in the campus area. This memo outlines the findings from the evaluation process.

I met with the representatives for KPTZ to further define their needs. In addition, I met with the Signal architectural team and we did look at other buildings in the proposed Makers Square as potential spaces for KPTZ’s operations. We also looked at other buildings in the campus. Our findings are:

• Building 325 (Bandmaster’s House) is not large enough to house KPTZ’s operations.

• Buildings 308 and 324 are proposed to be renovated as part of the future Makers Squareredevelopment. Both of these buildings could potentially accommodate KPTZ’s operations butare not ideal due to the wood composition of the building with very little insulation that wouldhelp to mitigate any sound issues associated with KPTZ’s need for minimal noise impacts. Inaddition, Building 308 has generated much interest from key stakeholders in the design processas a potential ceramics, jewelry making or other studio-type space. Likewise, Building 324 hasbeen identified throughout the design process as flexible artist studio/work spaces.

• Building 326 (USO Building) was also looked at but quickly dismissed because it serves as aflexible meeting and performance space that is used by a wide variety of groups that come toFort Worden. Taking it offline for an exclusive leased use would be detrimental to partnertenants and other users. In addition, the building would likely not generate as much revenue ifleased as an exclusive use to one organization.

• The architects and I reviewed the recommendations from the 2015 Program Development andCapital improvement Plan to see if other buildings in the campus area were suitable for KPTZ’soperations. Building 298, the Schoolhouse Building, is not a good candidate due to the multipleuses the building supports. The only other Building that is uniquely suited is Building 315, the oldconcrete powerhouse building. However, a little over half of the building is currently leased tothe Port Townsend Woodworking School and the other half is subleased from Centrum toRainshadow studios.

Based on our review, it is my and the architectural team’s recommendation that if KPTZ is to move its operations to Fort Worden, the basement of Building 305 is the most suitable space for their operations on campus. Earlier this year, as the architects and design committee (including partner organizations and community stakeholders) identified the basement of Building 305 as an area that would be ideal for digital or media arts, due to the basement’s concrete walls, soundproofing and lack of windows. This was prior to KPTZ stepping forward as a potential tenant for that space.

Before we move into the next phase of design, it is important to fully identify and detail the infrastructure and tenant improvements that would be necessary to support a radio station in the basement of Building 305. KPTZ is ready to move forward on a capital campaign to raise the funds to move its broadcasting facilities to Fort Worden, which includes becoming a partner tenant within the renovated Building 305.

As discussed with the Board in September, staff anticipates that future Makers Square tenants will be recruited and vetted through a Request for Proposals process. However, given the immediate need for KPTZ to move ahead now with the relocation of its transmitter to Fort Worden, staff recommends that the PDA board approve KPTZ as a new tenant in Building 305 when it is renovated, pending final approval of lease terms and conditions outlined in the September MOU.

draft agenda executive committee meeting tuesday, …fortworden.org/cms_docs/11_21_17 executive...

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